VACANCY ADVERTISEMENT
Working in 30+ countries globally, Conservation International (CI) Foundation is a non-profit organization committed to empowering societies to responsibly and sustainably care for nature for the good of humanity. We are constantly growing and expanding into areas new and old. We are currently looking to fill the following position for our office in Jakarta:
Operations Director
(Code: OPS_D)
The Operations Director will be responsible for and oversee the Finance, Human Resources, Grants Management, Legal, IT and Administrative functions of the program. The Operations Director will guide the program to develop and implement sustainable management strategies, support fund raising / business development efforts, set standards related to operational management, and ensure that human and financial resources are aligned and maximized for the greatest conservation impact. This position reports directly to the Deputy SVP, APFD, dotted line to Vice President, Operations, APFD for technicality, and coordinates and liaises closely with the Program’s Senior Management Team (SMT) but also closely collaborates and with CI-HQ operations units. The Operations Director will innovate toward effective processes and drive change wherever needed to ensure efficiencies in Operations.
The Operations Director will be required to partner with external stakeholders and donor organizations Such as major and more strategic donor like USAID, attend regular meetings and partner with them to further scale up conservation efforts in Indonesia. The Operations Director will also maintain compliance with the Indonesia statutory reporting requirements.
The main duties of this position are:
- Implements practices and guidelines in the areas of Finance, Human Resources, Grants Management, Legal, IT and Administration to ensure attainment of program business plans for growth and sustainability;
- Supports the implementation of Project Management practices and guidelines in consultation with Deputy SVP, APFD and Program/Project Leads, ensuring sound and effective management of donor projects across the program;
- Leads the financial management of the program through the adoption and implementation of sound financial and grant management, accounting, budgeting and oversight of audits;
- Maintain accounting records to align with organization’s policy and Indonesia accounting principles
- Ensures effective and efficient operational capacity for the program, and supports fundraising efforts by oversight of development of cost proposals and donor management functions.
In all functions, the Operations Director will ensure compliance with local and global standards, policies and practices.
KEY RESPONSIBILITIES:
Leads Financial Management to ensure sustainability, efficiencies and effectiveness
- Provides strategic direction to ensure sustainable growth for the program while minimizing risk.
- Leads the program budgeting and long term financial planning processes in all its stages: planning, review, approval and implementation.
- Ensures financial and accounting records are in compliance with donor requirements, local and national government regulations and CI policies and procedures. Review transactions to ensure accuracy to minimize risk, errors and fraud.
- Ensures timely and accurate submission of financial reports to Finance-HQ in compliance with CI policies & procedures and Indonesia accounting principles
- Monitors monthly budgets, ensuring that program year-round expenditures are utilized based on the approved budget. Ensure that all disbursements are within the ceiling, and that major deviations, if any, are justified and approved both by CI and donor organizations.
- Ensure monthly financial reports are provided and understood by Program Leadership, Cost Center Managers and Project Leads.
- Provides strategic advice on the development of budgets for project proposals in concert with program work plans.
- Manages internal control systems and procedures. Based on CI Operational Policies and Procedures and local and national regulations, leads the development and implementation of internal control mechanisms within the program in order to safeguard all assets (i.e., cash, supplies, and CI property and equipment) from loss or from any unauthorized use.
- Supervises the internal and external annual audit of the financial records of the national and project offices and ensure that all audit findings and observations are corrected and addressed after audit completion in a timely manner.
- Lead the allocation of shared office resources in the field offices to ensure longer term financial sustainability of the program.
- Provides financial analysis and interpretation to management.
- Works autonomously to address issues as they arise and advises Senior Program leaders on all aspects of Operations to a degree that ensures the program is run smoothly and effectively.
Provide oversight and guidance over contractual, external grants and incoming donor agreements.
- Coordinates and supports the implementation of Project Management practices and guidelines in consultation with Deputy SVP, APFD and Program/Project Leads and ensures sound and effective management of donor projects across regional program.
- Coordinate and work closely with the Deputy SVP, APFD and other program units (i.e. Fund Raising and Grant Management Unit) to ensure implementation, proper oversight over external grant making processes, including review and evaluation of proposals, risk assessment of applicants, drafting of agreements, development of appropriate monitoring program, review of financial reporting, close outs, and associated documentation and record keeping.
- Coordinate and work closely with other program units (i.e. fund raising and program) to ensure proposal budgets are appropriate to the program and in conformity with CI policy and donor requirements; program managers manage their work plans and budget and in conformity with donor requirements; donor communications appropriate and adequate.
- Ensure contracts are awarded and managed in conformity with CI’s procurement and contracting policies and procedures.
- Ensure timely closeouts of donor and external grants in line with CI Policies and Procedures.
- Monitoring timely collection of pledge payments from in-country donors
Ensures effective and efficient Program Operational capacity
- Assesses program operations performance; and takes steps to address and remedy areas of concern.
- Leads staffing and organizational structure efforts in the area of operations ensuring roles, responsibilities and workflow are clear among the operational staff.
- Serves as field advocate by facilitating feedback from field staff to HQ and vice versa on policies and procedures.
- Maintains efficient use of program resources making sure that administrative services are provided in a timely and cost-effective way
Other duties as assigned
ADDITIONAL RESPONSIBILITIES:
- This position supervises the Finance, Administrative, and IT functions and coordinates closely with the Deputy SVP, APFD and Vice President, Operations, APFD
- Co-chair, with the Deputy SVP, APFD, the management team with objective of forging consensus on operational issues for the portfolio of conservation outcomes and all elements of the strategy to deliver on outcomes
- This position has the authority to make financial, administrative and human resource decisions within the guidelines and agreements of the approved budgets and plans for the program with prior consultation with the Deputy SVP, APFD and Vice President, Operations, APFD
QUALIFICATIONS:
- Academic background in Finance and/or Business Administration or 7+ years’ experience
- 7 - 10 years related experience in management of operations (administration, finance, human resources, grants resources and donor management) functions, preferably for an international NGO
- Experience in managing the Indonesia statutory reporting compliance and maintaining financial books according to the Indonesia accounting principle
- Experience with diverse funding environment including US and European governments, multi-laterals, and large foundations
- Solid business acumen with strong supervisory experience
- Excellent written and verbal communication skills including the ability to communicate effectively in English. Proficient in management of Information Technology
- High-level skills in use of standard accountancy software including MS Excel
- Analytical: Utilizes effective problem solving and decision making models
- Capacity to analyze trends and tendencies and to translate this information in the review and development of the program’s strategic directions
- Capacity to plan, prioritize and implement with a strategic approach
- Facilitate and involve strategic contributors in key decision-making processes allowing senior management team to reach agreement
Desirable:
• Ability to communicate in program official local language
• Experience in using Agresso or similar administrative / accountancy software.
Preferred:
• Knowledge and understanding of USAID compliance requirements applicable to US based non-profit organization
ADDITIONAL QUALIFICATIONS:
• Proactive in seeking to attain best practice and keep up to date
• Leadership skills to ensure coordination between operations, technical and programmatic units
• Capable of projecting credibility to gain the respect of and be able to influence the senior management team
• Flexibility and creativeness to adapt corporate practices to local context
• Have a strong and integrated personality, accountability, good interpersonal relationship to work in a team.
WORKING CONDITIONS
• This position will travel 30% of its time to the Project offices; within the Asia-Pacific area and/or CI’s headquarters.
Please send your current resume and cover letter (no more than 4 pages) to:
ci-indonesia.hrd@conservation.org
Please fill the “subject” column of the e-mail with this format:
< OPS_D > - < your name >
Closing date for the application is August 15, 2021.
(Only short-listed candidates will be notified).
For more information about CI, please visit our web:
Indonesia.conservation.org // www.conservation.org
